Real Estate Developer Improves Data Lifecycle Management, Saves Storage Costs Through AvePoint Opus
Success Highlights
Streamlined data management and reduced storage costs
Gained data insights through reporting capabilities
Improved compliance with data retention and security regulations
Increased operational efficiency and collaboration among teams
Location Singapore
Industry Real Estate
Platform Microsoft 365
The real estate developer is one of Asia’s largest diversified groups, headquartered in Singapore, managing a global portfolio worth over S$100 billion, spanning across real estate investment, development, and management.
Critical Needs
• Efficient management of extensive project data from multiple real estate assets
• Cost-effective storage solutions to mitigate escalating storage expenses
• Compliance with industry regulations for data retention and security
• Improve data visibility and reporting capabilities for better project oversight
The Challenge
The real estate developer faced several challenges with their previous data management system. The overwhelming accumulation of redundant, obsolete, and trivial (ROT) data from various real estate projects led to content sprawl. Because of this, accessing critical project files became difficult, resulting in delays that hindered operational efficiency and collaboration among teams. The data volumes also led to an increased need for storage, thereby causing additional storage subscription costs. One factor leading to the data sprawl was the absence of the developer’s lifecycle data management and data policy strategies, which also introduced challenges in meeting compliance regulations and in archiving or disposing of outdated project information.
The AvePoint Solution
Following these data management challenges, the real estate developer teamed up with AvePoint to address their pain points.
To address these concerns, the real estate developer leveraged AvePoint Opus, the next-generation of information lifecycle management solutions, which allows complete control from creation to archive or defensible disposal, all through a central interface.
This helped the real estate developer gain a robust data management strategy that included:
- Streamlining oversight with comprehensive reporting. Opus’ built-in rules efficiently scan for ROT items, providing a comprehensive understanding of the content landscape. This capability offers valuable insights, such as visibility over inactive documents that can be archived to save storage and lessen data risks. Such information provided the developer with informed decision-making and prepared them to develop effective strategies to address storage challenges while also uncovering hidden factors driving storage overages.
- Optimising storage and ensuring compliance. Opus allows the real estate developer to automate actions and define rules for archiving or deleting content no longer needed for business purposes. By removing ROT data, the organisation managed to minimise their storage and experienced faster and more relevant search results, which assists in meeting compliance on data retention and lessening the risks by only keeping necessary data.
- Driving transparency, success, and value. Opus also helps the organisation in fostering operational transparency by actively tracking and reporting on actions taken. Through Opus, the real estate developer gained access to a cost calculation sheet that identifies data usage and potential savings on a per-site level, which allows them to allocate costs transparently, showcasing tangible benefits derived from data management initiatives, promoting ongoing value for the organization, and facilitating a culture of accountability and continuous improvement.
The Road Ahead
The real estate developer’s partnership with AvePoint has significantly improved their data management strategy, resulting in streamlined operations, reduced storage costs, and enhanced compliance with industry regulations. The implementation of AvePoint Opus has provided the tools to efficiently manage the organisation’s project data, ensuring quick access to essential information and facilitating informed decision-making across teams. Moving forward, the real estate developer plans to continue leveraging AvePoint's solutions to further strengthen their data management capabilities, ensuring seamless access to critical data — key to maintaining a competitive edge across their diversified business operations.
